Ethics in Public Service Act Presented by Heather Lopez, Director Office of Internal Audit February 2013

Recording date of this workshop is February 7, 2013 Some of the rules and procedures discussed in this workshop are subject to change. Please check university resources before relying exclusively on this recorded presentation.

WHAT DOES IT MEAN TO BE ETHICAL? To conform to the standards of conduct of a given profession or group What are the minimum standards of conduct applicable to Washington State University employees and officers? Ethics in Public Service Act, RCW 42.52

As a University employee you are responsible to know the law - ignorance is no defense Personal Liability Can be penalized by SAO, EEB, employing agency PERSONAL RESPONSIBILITY

ESSENTIAL RESOURCES EEB Web Page Ethics manual Ethics Act – rules Advisory opinions – interpretation, precedent Ethics Cases – enforcement, consequences Training, Ethics Challenge BPPM 10.21, Ethics Act and Violations BPPM – Personal Use of State Resources EP 4 – Electronic Data Policy EP 27 – Technology Transfer

SUMMARY PROVISIONS - ETHICS ACT Conflicts of Interest Special Privileges Gifts Use of State Resources Confidential Information Outside Employment Honoraria Post-State Employment

CORE PRINCIPLE Public Office – whether elected or appointed – may not be used for personal gain or private advantage No matter how tempting... All state officers and employees have a duty to ensure the proper stewardship of state resources. State resources under your control may not be used for the private benefit or gain of a state employee, officer, or another employee, person or organization.

DE MINIMIS (MINIMAL) USE The EEB allows personal de minimis use so long as you dont use resources for any of the prohibited purposes De minimis use is infrequent, occasional, personal use resulting in little or no cost to WSU and no disruption of WSU employees or operations

PROHIBITED USES Conducting outside business or private employment Supporting, promoting, or soliciting for an outside organization or group (unless approved by University official designee) Promoting or opposing a candidate for office or a ballot proposition Lobbying unless assigned by WSU Use of property away from WSU Any use prohibited by law or WSU policy

OUTSIDE COMPENSATED SERVICES Faculty Manual IV.D General: Cannot interfere with employees performance of University duties – chair determination No conflict of interest University facilities may not be used in connection with compensated outside professionally related service work Consulting: This section generally covers consulting

EXTENDED PROFESSIONAL ACTIVITIES Faculty Manual IV.E Supervisor (chair) approval is required for commercial enterprise related activities closely related to University work Ownership or substantial equity position Line management position Participation in day to day operations Transfer of non-patented technology/potentially marketable information developed in University research program

CONFLICT OF INTEREST, TECH TRANSFER EP 27 – Ethics, Conflicts of Interest and Technology Transfer RCW – allows conditional use of University resources for approved technology transfer activities Limited to research employees Faculty whose terms of employment and advancement include contributions via scholarly research Employee or graduate student responsible for the design, conduct or reporting of research

MORE - EP 27 If actual or perceived conflict of interest, chair refers to Research Compliance Office and COI Committee Permits some use of University resources for research employees outside technology transfer activities Approved under Faculty Manual, BPPM No conflict of interest Approved sponsored research agreement or service center agreement A different process for start-up firms

NEPOTISM BPPM 60.14, Faculty Manual Cannot make decisions which may directly affect appointment, tenure, promotion, salary or any other status of interest of parent, child, spouse, domestic partner, sibling, in-law or close relative Each supervisor is responsible for reporting violations of this policy to his or her appointing authority Disclosure of relation with someone in supervisory chain is required

CONFIDENTIAL INFORMATION AND PUBLIC RECORDS ACT RCW Confidential Information (1)Pubic employees must take care to protect confidential information acquired due to position (2) Cannot accept employment or engage in business that might reasonably expect unauthorized disclosure of confidential information RCW Public Records (4) Failure to produce responsive records Public records officer has short timeline for return

DETERMINATION OF ETHICS ISSUE Is employee acting in the best interests of the employer? Are decisions regarding contracts or use of resources made for personal convenience or administrative/employer convenience? If suspect actions or use for other than official duties, contact administrator, internal audit, EEB, or SAO.

Examples Special Government Rate at Hotel Can you accept if official travel runs over into personal? Per EEB FAQ, you can if the rate is offered to all government employees whether they are in official status or not. Business Card State business cards are university resource, cannot be used for personal gain – EEB Advisory advised should not be used in drawings to gain personal gifts (ie drawing at local restaurant for free meal, drawing at conference to win prizes)

More Examples Door prize As registered attendee of unit paid conference, your name may be entered in door drawings for prizes. If name drawn, must determine if prize can be used by unit for official purpose (state paid for the conference, so prize belongs to state). If cannot use then can donate to charity or return without ethics violation. At conference, nominal gifts presented to all attendees (ie pens, notepads, portfolios) are allowed gifts since offered to everyone Ethics Advisory 98-10

More Examples Service on Board Faculty members cannot use state resources in performance of compensated outside services on a board or paid consulting activity (Fac. Man IV,d.2.f) If service on a board is not part of official duties (and approved as such by person with authority to approve) then no state resources may be used associated with that service (not even de minimis) If service on board considered approved part of official duties, de minimis use of resources okay AAG opinion, 1/27/10

WSU Internal Audit – Heather Lopez, Director Assistant Attorney General – Adam Malcolm, Executive Ethics Board – CONTACT INFORMATION

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